Senior HR Assistant

AESG; Dubai; On-site; AED 60,000 - 90,000; Full time

Job summary

AESG, a Specialist Consultancy and Advisory Firm, invites an HR Officer to join our Dubai team to develop and implement HR policies, manage payroll and oversee HRIS.

You will support employee relations, file management, onboarding/offboarding, training and performance processes, while collaborating with division heads to improve organisational effectiveness. The role requires a Bachelor's degree in HR Management or Psychology and 2–3 years of HR experience, with strong MS Office skills.

Qualifications

• Bachelor’s degree in HR Management, Psychology or equivalent academic qualification to carry out the role.
• Minimum 2-3 years of experience working in Human Resources function, supporting fast-growing and fast paced business environment.
• Proficient in Microsoft Office (Word, Excel and PowerPoint).

Responsibilities

• Manage initiation of monthly payroll report within the Ops team, ensuring data format accuracy.
• Assist employees with payroll & benefits inquiries and processes.
• Maintain employee records and ensure documentation is stored in individual folders.
• Update HRIS with new hires, changes and leaving; monitor leave balances and process requests.
• Develop and implement HR policies and procedures in collaboration with Head of HR.
• Support onboarding, offboarding, visa related processes and EOSB where applicable.
• Assist with performance management, goal setting and development planning.
• Coordinate training and employee engagement activities; manage related logistics.

Skills

HR policy

Employee relations

Payroll coordination

Education

Bachelor's degree in HR Management or Psychology

Tools

Microsoft Office (Word, Excel, PowerPoint)

Job description

Due to the continuing success and growth of our AESG team, a fantastic opportunity has opened up at our award-winning Specialist Consultancy, Engineering and Advisory Firm.

We are headquartered in London, Riyadh, Singapore and Dubai, Cape Town, Cairo & Sydney working throughout the Middle East, Europe and Asia. Our areas of expertise are represented in four core verticals: Building Engineering, Planning and Infrastructure, Strategy and Advisory and Commissioning, Handover and Asset Management.

We pride ourselves in being leaders in the industry in each of the services that we offer. We have one of the largest dedicated team with decades of cumulative experience in sustainable design, fire and life safety, cost management, façade engineering, commissioning, building performance, waste management, environmental consultancy, carbon management and acoustics.

Job Purpose

• Assist in the development and implementation of HR policies and procedures to enhance employee experience and organisational effectiveness.
• Handles AESG’s HR processes in an efficient and effective manner
• Provide guidance and support to employees, line managers and division heads on HR-related matters.

Qualification / Experience

• Bachelor’s degree in HR Management, Psychology or equivalent academic qualification to carry out the role.
• Minimum 2-3 years of experience working in Human Resources function, supporting fast-growing and fast paced business environment.
• Proficient in Microsoft Office (Word, Excel and PowerPoint).

GENERAL EXPECTANCY

• Moderate experience and proficiency in multiple competencies.
• Capable of handling tasks with supervision.

Responsibilities

Payroll & Benefits

• Manage initiation of monthly payroll report within the Ops team. Ensure compliance with the format of information added.
• Assist in payroll preparation by providing relevant data (joining date, salary change, allowances, deductions, unpaid leaves, etc.).
• Assist the employees with inquiries related to payroll & benefits.
• Calculate overtime, payroll deductions and pro-rated salaries where applicable

Employee Relations

• Serve as first point of contact for employee’s general inquiries and concerns, assists with the employees’ requests related to HR and provide relevant information and updates.

File Management

• Maintain employee records and ensure all employment documents are saved in individual employee folders (e.g. Employment contracts, Addendums, JD’s, passport copies, etc.).

HRIS Management

• Update HRIS (e.g., new hires, leavers, vacation, sick leaves, etc.), ensuring accuracy and completeness of data in the system.
• Develop employee guidelines for new HRIS processes and provide training as needed
• Manage leave tracking process within HRIS, including monitoring employee leave balances, processing leave requests, and updating records accurately and in a timely manner.
• Ensure compliance with company policies regarding leave management.
• Act as an HRIS superuser to manage workflows and automate existing processes, consistently looking for ways of improvement.

HR Policies and Procedures

• Work together with the Head of HR on various HR policies and procedures, prepare relevant paperwork and keep them up to date.
• Help the employees to understand and adhere the company policies and procedures.

Offboarding

• Process the employee resignation/termination and prepare the relevant documentation for the offboarding process.
• Support leaving employees with the necessary information about the offboarding procedures (including benefits, EOSB payment, visa cancellation, exit interview).
• Ensure timely payment of end of service benefits
• Collaborate and assist PRO on the visa related processes for employees; assist in providing the relevant documents and employment information.

Performance Management

• Support and assist the Head of HR in the Company performance management process.
• Assist and guide the employees and line manager for their goal setting, conducting performance reviews and creating development plans.

Training and Development

• Support the Head of HR to identify the training and development needs of all the divisions within the company.
• Support in the arrangement of training courses, ensuring high attendance rates.
• Track attendance rates to the various courses.

Employee Engagement

• Assist in the coordination and execution of employee engagement initiatives, such as organizing events and wellness initiatives, preparing materials, and managing logistics.

Other Responsibilities

• Assist with the Pre-onboarding and Onboarding of new employees during the absence of the Onboarding specialist.
• Assists in implementing the company’s employee recognition programs, collaborates with the other departments to organise employee engagement events.
• Coordinate various HR projects, meetings, and training seminars; prepare reports and presentations for internal communications.
• Work proactively with other team members and the HR team based on ad hoc projects.

COMPETENCIES

• Leadership / Management skills - Incorporating management or supervision of tasks. Comprehending mentor guidance while still taking the initiative, occasionally seeking guidance to ensure successful performance.
• Communication / Collaboration - Engaging in more complex interactions, such as active participation in meetings, presenting to small groups, and contributing to team discussions. Working as part of a team (collaboration). Clear communication with good listening skills, patient, adaptable and take responsibility.
• Technical Knowledge / Expertise - Collaborating with more experienced colleagues, leveraging their valuable insights and feedback. Developing analytical skills and ability to autonomously execute operational tasks following instruction.
• Creativity / Innovation - Actively participating in Operational projects. Contributing ideas and solutions that align with their role’s responsibilities. Collaborating and learning to refine and expand upon concepts. Demonstrating adaptability and flexibility.
• Stakeholder Focus / Relationship Building - Managing communication on tasks and operational projects with support from more senior team members. Independently manage third-party providers.
• Strategic Vision / Planning - Contributing to the larger picture. Buy-in to corporate strategy. Learning to prioritise asks and coordinate with colleagues.

Demonstrated Knowledge Base And Professional Skillset

• Time Management / Planning - Coordinating tasks and operational projects. Learning to set delivery timelines, delegate tasks, and use basic software tools. Understanding the importance of planning and scheduling. Able to set priorities, identify and reduce common distractions.
• Industry Experience / Thought Leadership - Supporting team in Operational project delivery. Handling larger subsets of tasks.
• Operational Delivery - Contributing by independently carrying out tasks and supporting more senior team members. Developing skills in task management, process optimisation and problem-solving.
• Leadership / Team Management Experience - Demonstrates strong willingness to learn and developing enthusiasm for the principals of leadership and management. Contributing to shared goals and upholding AESG Core Values.
• Commercial Acumen/ Business Development - General understanding of the operational and commercial aspects within the organisation, including cost control. Assisting senior team members in tasks, tracking progress, maintaining documentation and ensuring smooth coordination.
• Problem Solving / Decision Making - Actively practicing problem-solving and decision-making techniques. Analyse situations, gather information, and proactively proposing solutions. Participate in team discussions and contribute to problem-solving efforts.
• Employee Focus / Process Compliance - Actively contributing to creating a positive employee experience, organising team-building activities, participating in employee feedback discussions. Understanding the link between employee engagement and organisational performance. Preparing and maintaining policy or process-related documents.